1. Long Business Systems, Inc. (LBSi)
LBSI is a technology services firm that understands technology is a tool
that enables you to grow profitably, outpace the competition and provide
better service to your customers.
Cleveland – Columbus – Cincinnati - Pittsburgh

2. LBSi Whistle Stop Tour
Topic: Budgets
Presented by: Vicki Smith
The SAP Budget module helps manage and track revenues and expenses.
Main Objectives:
Input data to create a financial forecast
Keep spending on track
Uncover hidden cash flow issues
Compare actual revenues and expenses against budget

3. Budget Settings
Define your budget settings in the General Settings window.
Go To: Administration > System Initialization > General Settings > Budget tab
1. Check the Budget Initialization box
1. Automatically checks all Profit & Loss accounts as Relevant to Budget
2. Other accounts can be manually checked in the Chart of Accounts
2. For a Document that Deviates from the Budget
Recommend to start out at Without Warning or Warning
3. Specify the following data if you selected Warning or Block Deviation
Manage by Annual or Monthly Budgets amounts
Purchase Orders – checks against budget when a PO is issued
Goods Receipt PO – Checks against budget when a PO receipt is created
Accounting – checks against budget when an AP invoice or other accounting
transaction is performed

4. Budget Authorizations
Review user authorizations for access to the Budget functions
Go to: Administration > System Initialization > Authorizations > General
Authorizations
Review and set Authorizations under Financial > Budget Set up

5. Budget Distribution Methods
Use Budget Distribution methods to automatically divide the budget over
the months of the year
Go To: Financials > Budget Setup > Budget Distributions Methods
SAP Business One automatically adds the following three (3) common methods
1. Equal – distributes the budget equally over the months of the year
2. Ascending Order – distributes the budget in an ascending order, increasing amounts over
the year
3. Descending Order – distributes the budget in an descending order, reducing amounts
over the year
Add your own method such as Seasonal by selecting Data > Add or clicking
the in the top toolbar
Specify the desired data in the Budget Distribution Methods – Setup Window

6. Budget Scenarios
Define your forecast for the company in the Budget Scenario.
Your defined scenarios will be used for reporting and displaying your
forecasted company position in relation to your Budget Scenario.
Go To: Financials > Budget Setup > Budget Scenarios
Define scenarios to be assigned to a budget year.
In the top tool bar select Data > Add Row or right click in the window and choose
Add Row, then specify data in the table and choose Update
You can define more than one budget for a year
such as: Main Budget, Optimistic Budget, Pessimistic, Cash Flow
Import Budget Scenarios function allows you to import budgets from other
companies
Note: make sure your G/L accounts match in the source and target companies
Copy Budget Scenarios functions allows you to copy or duplicate budgets within a
company

7. Defining the Budget
Prerequisites: These items must be done prior to entering budget
1. Budget Initialization option selected in settings,
2. Distribution methods defined
3. Budget scenarios created
Define your budget:
Go To: Financials > Budget Setup > Budget
Select G/L Accounts to budget, Scenario and choose OK
The window displayed will show accounts that have a budget assigned to them.
Enter the Debit or Credit amount to be budgeted for each account
Note: If you have not created a previous budget, you will not see all of your accounts.
To view all: click on Display Accounts with no Budget
Click on Update to save your changes.

8. Budget Reports
After entering your budget, you are ready to run reports
Go To: Financials > Financial Reports > Budget Reports
Enter selection criteria and run reports
Compare your budget to your actual amounts
Reports Menu:
1. Budget Report
2. Balance Sheet Budget Report
3. Trial Balance Budget Report
4. Profit & Loss Budget report

9. Summary
Thank you for taking time to participate in the SAP Business One User
Group meeting.
Please take a few minutes to give us feedback of the meeting and any
suggestions for going forward.
We are always looking for new clients to work with. And we'd like to find
more like you - companies that are engaged, smart, and focused on their
future.
Can you help us out?

10. Tour Wrap Up
Questions & Answers
Schedule for next Stops:
Tues., Sept. 21, 2010 –Key Financial Indicators, Time: 2:00 – 3:00 pm
Tues., Oct 12th - SAP 8.8 cool features
Tues., Nov. 16th - Writing Basic Queries

11. Long Business Systems, Inc. (LBSi)
Cleveland – Columbus – Cincinnati – Pittsburgh
Questions:
Vicki Smith
Senior Consultant
Email: vicki@lbsi.com
Phone: 440-846-8500 Ext. 22
www.lbsi.com